Privacy Policy - Brentford Cleaners

Effective date: This Privacy Policy applies to all Brentford Cleaners customers in the area and explains how we collect, use, store, share, and protect personal data when you use our cleaning services, make an enquiry, or otherwise interact with us.

We are committed to handling personal information in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what data we collect, why we use it, how long we keep it, and what rights you have over it.

1. Who We Are

Brentford Cleaners provides domestic and commercial cleaning services to customers in the Brentford area. In the course of delivering our services, we may collect and process personal data relating to customers, household members, business contacts, visitors, and other individuals whose details are provided to us in connection with a booking or service request.

For the purposes of data protection law, Brentford Cleaners acts as the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.

2. Personal Data We Collect

We only collect personal data that is necessary for legitimate business and service-related purposes. Depending on how you interact with us, we may collect the following categories of data:

• Identity data: name, title, and any relevant identification details needed to manage your booking.
• Contact data: address, email address, phone number, and other communication details.
• Service data: details about the cleaning services requested, service preferences, appointment times, access instructions, and property information relevant to the job.
• Transaction data: records of payments, invoices, service history, and billing-related information.
• Communication data: correspondence with us by phone, text, email, or written messages, including feedback or complaints.
• Technical data: limited information such as IP address, device type, or browser information if you use any digital service connected to us.
• Special category data: we do not intentionally collect special category data. If such information is incidentally provided, we will handle it only where permitted by law and where necessary for a specific purpose.

We do not ask for unnecessary information. Personal data is collected only when it is relevant to the provision of cleaning services, administration, or compliance obligations.

3. How We Use Your Data

We process personal data for the following purposes:

• to provide, manage, and complete cleaning services;
• to confirm bookings, changes, or cancellations;
• to respond to enquiries and customer requests;
• to issue invoices and process payments;
• to maintain internal records and service histories;
• to improve our services and customer experience;
• to handle complaints, disputes, or insurance-related matters;
• to comply with legal, regulatory, tax, and accounting obligations;
• to prevent fraud, misuse, or unlawful activity;
• to manage health and safety concerns linked to service delivery.

We will always aim to use your data in a way that is necessary, proportionate, and consistent with your expectations.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Brentford Cleaners relies on the following lawful bases depending on the activity:

Contract

We process your data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes managing bookings, delivering cleaning services, and processing payments.

Legal Obligation

We may process personal data where required to comply with legal duties, such as tax records, accounting requirements, insurance obligations, or responding to lawful requests from authorities.

Legitimate Interests

We may use your data where it is necessary for our legitimate interests, provided these are not overridden by your rights and freedoms. Examples include managing customer relationships, improving services, maintaining records, preventing fraud, and protecting our business operations.

Consent

In limited situations, we may rely on your consent, for example where we need to send non-essential marketing communications or process optional information. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties that assist us in delivering services or operating our business. These third parties act as processors when they process data on our behalf and according to our instructions.

Examples of processors and service providers may include:

• payment service providers;
• accounting and bookkeeping services;
• booking and scheduling systems;
• IT hosting, cloud storage, and software providers;
• customer communication platforms;
• professional advisers such as insurers, auditors, or legal advisers.

We only work with processors that can provide appropriate data protection safeguards. They are required to keep your personal data secure, use it only for authorised purposes, and comply with applicable data protection laws.

We may also disclose data where necessary to comply with legal obligations, protect our rights, prevent fraud, or support the safety of our customers, staff, or the public.

6. International Transfers

Where a processor stores or accesses data outside the UK, we will ensure that appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

7. Data Retention

We retain personal data only for as long as necessary for the purpose for which it was collected, including for legal, accounting, or reporting obligations. Retention periods are determined by the type of data, the nature of the service, and any legal requirements that apply.

As a general approach:

• customer service and booking records are kept for the duration of the relationship and for a reasonable period afterwards;
• financial and tax-related information is retained for the period required by law;
• complaint or dispute records may be kept longer where needed to establish, exercise, or defend legal claims;
• unnecessary or outdated data is securely deleted or anonymised.

We do not keep personal data indefinitely. When information is no longer needed, we will take appropriate steps to dispose of it securely.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures are designed to reflect the sensitivity of the data we handle and the risks involved in processing it.

While no system can be guaranteed to be completely secure, we review our safeguards and procedures regularly to help maintain a high level of protection.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply in different circumstances and may be subject to legal limitations. Your rights include:

• Right of access: you may request a copy of the personal data we hold about you.
• Right to rectification: you may ask us to correct inaccurate or incomplete data.
• Right to erasure: you may request deletion of your data where there is no lawful reason for us to keep it.
• Right to restrict processing: you may ask us to limit how we use your data in certain situations.
• Right to object: you may object to processing based on legitimate interests or direct marketing.
• Right to data portability: you may request transfer of certain data to you or another controller, where applicable.
• Right to withdraw consent: where processing relies on consent, you can withdraw it at any time.

We will respond to valid requests within the time limits required by law and may ask for information to confirm your identity before dealing with your request.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is incidentally provided by an adult customer in the course of arranging or receiving a service. If we become aware that we have collected information about a child unnecessarily, we will take appropriate steps to delete it.

11. Marketing

If we send marketing communications, we will do so only where permitted by law. You may opt out of marketing messages at any time. Even if you opt out, we may still send service-related communications that are necessary for bookings, invoices, safety, or legal purposes.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any revised version will apply from the date it is made available. We encourage you to review this policy periodically so you remain informed about how we protect your data.

13. Summary of Our Commitment

Brentford Cleaners treats privacy as a serious responsibility. We collect only the data we need, use it for clear and lawful purposes, keep it only for as long as necessary, and share it only with trusted processors or where the law requires it. Our approach is designed to be transparent, fair, and respectful of your rights.

By using Brentford Cleaners services in the area, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection law.